Team Management

Understand the difference between HubSpot users (who get assigned sequences) and workspace members (who access AutoSeq).

HubSpot Users

HubSpot users are synced automatically from your HubSpot portal. These are the sales reps whose mailboxes will be used for sequence enrollment.

Who Gets Synced?

AutoSeq syncs users who meet ALL these criteria:

• ✅ Have Sales Hub Pro license (or higher)
• ✅ Have connected email in HubSpot
• ✅ Email connection is active

Who doesn't sync:

• ❌ Users with only Marketing Hub access
• ❌ Users without connected email
• ❌ Deactivated users
• ❌ Users with disconnected email

Viewing Synced Users

To see all HubSpot users:

1. Go to your AutoSeq workspace
2. Click "Team" or "Users" in the sidebar
3. You'll see a list of all synced HubSpot users

What you'll see for each user:

• Name (First + Last from HubSpot)
• Email address
• Primary inbox
• Additional connected inboxes
• Sales Hub Pro status

Understanding Mailboxes

Each HubSpot user can have multiple email inboxes connected:

Primary Inbox

The main email address used for sending sequences. This is set in HubSpot under user settings.

Additional Inboxes

Users can connect multiple email addresses in HubSpot. AutoSeq syncs all connected inboxes and makes them available for rotation strategies.

Adding a New HubSpot User

To add a new sales rep to AutoSeq:

1. In HubSpot: Add the user and assign Sales Hub Pro license
2. In HubSpot: Have them connect their email inbox
3. In AutoSeq: Click "Sync Data" button
4. Wait 30 seconds: The new user will appear in AutoSeq

Removing a HubSpot User

When someone leaves the team:

1. Remove them from rotation strategies in AutoSeq first
2. In HubSpot: Deactivate the user or remove their Sales Hub Pro license
3. In AutoSeq: Click "Sync Data"
4. They'll be removed from the users list

What happens to their enrollments:

• Existing enrollments in sequences continue (in HubSpot)
• No new enrollments will be assigned to them
• Analytics data is preserved

Workspace Members

Workspace members are people who can access the AutoSeq dashboard to view analytics, manage rotations, and configure settings.

Member Roles

Inviting Workspace Members

1. Go to Settings → Team Members
2. Click "Invite Member"
3. Enter their email address
4. Select their role (Admin or Member)
5. Click "Send Invitation"

What happens:

• They receive an email invitation
• They click the link to accept
• If they don't have an AutoSeq account, they'll create one
• Once accepted, they can access the workspace

Removing Workspace Members

1. Go to Settings → Team Members
2. Find the member in the list
3. Click the "..." menu next to their name
4. Click "Remove"
5. Confirm the removal

They'll immediately lose access to the workspace.

Changing Member Roles

1. Go to Settings → Team Members
2. Click the "..." menu next to the member
3. Click "Change Role"
4. Select Admin or Member
5. Click "Save"

Syncing User Data

AutoSeq automatically syncs user data from HubSpot every 24 hours. You can also manually sync anytime:

1. Click "Sync Data" button (top right of dashboard)
2. Wait 10-30 seconds
3. Refreshed data appears

When to manually sync:

• Added a new user in HubSpot
• Removed a user from HubSpot
• User connected a new email inbox
• Changed someone's primary email
• Created new sequences

Troubleshooting Team Issues

User Missing from AutoSeq

Problem: Expected sales rep not showing in AutoSeq

Solutions:

1. Check they have Sales Hub Pro license in HubSpot
2. Verify they've connected their email in HubSpot
3. Make sure email connection is active (not disconnected)
4. Click "Sync Data" in AutoSeq
5. Wait 30 seconds and refresh

Mailbox Not Showing in Rotation

Problem: Can't add a specific mailbox to rotation

Solutions:

1. Verify the email is connected in HubSpot under that user's settings
2. Check the email connection is working (not showing errors in HubSpot)
3. Sync data in AutoSeq
4. Look for the mailbox under the user's name in the mailbox list

Invited Member Can't Access Workspace

Problem: Team member accepted invite but can't see workspace

Solutions:

1. Make sure they're logged into the correct AutoSeq account (same email as invitation)
2. Have them refresh the page
3. Check they clicked the workspace name to switch to it
4. Verify the invitation was accepted (check Team Members list)

Best Practices

Keep Workspace Members Minimal

Only invite people who actually need to view analytics. Don't invite everyone "just because."

Use Appropriate Roles

• Make managers and team leads Admins
• Make individual contributors Members (view-only)
• Don't give Admin to everyone

Regular Access Audits

Review workspace members quarterly:

• Remove people who left the company
• Remove people who changed roles
• Update roles based on current responsibilities

Sync After HubSpot Changes

Get in the habit of clicking "Sync Data" after making user changes in HubSpot.

Related Pages

• Workspace Management
• Inbox Rotation
• Troubleshooting Sync Issues